RFP 24_010 Copiers and Managed Print Service.pdf

Vision We strive to cultivate an educational foundation that empowers students to realize their full potential, thrive as productive global citizens, ignite positive change, and create a more just and equitable world.

DATE: March 19, 2024

TO: All Offerors

FROM: Lonita Broome, PhD Chief Financial Officer

RE: Request for Proposal No. 24-010 COPIERS

City Schools of Decatur (CSD) invites you to submit a proposal for COPIERS.

Sealed Proposals will be received subject to the attached terms specified in “Proposal Procedures and Guidelines”, at the office of the CSD Purchasing Department, The Elizabeth Wilson Center, 125 Electric Avenue, Decatur GA 30030. Proposals will be received up to 12:00 p.m. local time (as per the Purchasing Department time clock) on Thursday April 18, 2024. Proposals must be time stamped by CSD in the manner described herein in order to be timely.

Questions regarding the proposal process should be directed in writing to the Purchasing Department via email at csdpurchasing@csdecatur.net. Only questions received prior to 4:00 p.m. on Friday, March 29, 2024 will be considered.

Proposals are subject to rejection if the signature page is not completed and returned with the proposal on or before time of proposal opening.

PROPOSALS SHALL BE SUBMITTED IN A SEALED ENVELOPE AND PLAINLY MARKED

“REQUEST FOR PROPOSAL NO. 24-010, ON THE OUTSIDE OF THE ENVELOPE, AS

WELL AS THE DATE OF THE PROPOSAL OPENING. IF NOT SUBMITTING A

PROPOSAL, “NO PROPOSAL” MUST BE INDICATED AS SUCH ALONG WITH THE

SOLICITATION NUMBER ON THE OUTSIDE OF THE ENVELOPE. FOR IDENTIFICATION

PURPOSES, THE CONTRACTOR’S NAME AND COMPLETE ADDRESS SHALL BE

CLEARLY PRINTED OR TYPED ON THE OUTSIDE OF THE ENVELOPE. FAXED

RESPONSES WILL NOT BE ACCEPTED.

VISIT OURWEBSITE AT www.csdecatur.net

James Herndon Carmen Sulton Tracey Anderson Hans Utz Jana Johnson-Davis Chair Vice Chair Board Member Board Member Board Member

125 Electric Avenue ● Decatur. Georgia 30030 ● 404-371-3601 ● www.csdecatur.net

LB

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SOLICITATION NO. 24-010

REQUEST FOR PROPOSAL

FOR

COPIERS AND MANAGED PRINT SERVICES

CITY SCHOOLS OF DECATUR

PURCHASING DEPARTMENT

ELIZABETHWILSON CENTER

125 ELECTRIC AVENUE

DECATUR, GEORGIA 30030

TABLE OF CONTENTS

I. INTRODUCTION…………………………………………………………………….. 4

II. MINIMUM QUALIFICATIONS……………………………………………………….5

III. CALENDAR OF EVENTS…………………………………………………………… 5

IV. INSTRUCTIONS……………………………………………………………………… 6

V. STANDARD TERMS AND CONDITIONS…………………………………………. 7

VI. INSURANCE REQUIREMENTS…………………………………………………… 9

VII. SCOPE OF WORK AND REQUIREMENTS…………………………………….. 10

VIII. GENERAL CONDITIONS………………………………………………………….. 11

IX. PROPOSAL PROCEDURES AND GUIDELINES………………………………. 13

X. PROPOSAL SUBMITTAL REQUIREMENTS……………………………………. 15

XI. EVALUATION OF PROPOSALS………………………………………………….. 15

XII. PRESENTATION/DEMONSTRATION……………………………………………. 16

XIII. PREPARATION OF PROPOSALS………………………………………………… 16

XIV. EXHIBITS……………………………………………………………………………. 18

EXHIBIT A: SPECIFIC REQUIREMENTS……………………………………….. 19

EXHIBIT B: CURRENT COPIERS LOCATION…………………………………….27

EXHIBIT C: PRICING SCHEDULE………………………………………………….30

EXHIBIT D: PROPOSED COPIERS BY LOCATION……………………………….32

EXHIBIT E: RESPONDENT RESPONSE FORM……………………………………33

EXHIBIT F: STUDENT DATA PRIVACY REQUIREMENTS………………………34

XV. APPENDIX(S)...................................………………………………………………….45

XVI. REFERENCE SHEET……………………………………………………………… 49

XVII. RFP CHECKLIST…………………………………………………………………… 50

I. INTRODUCTION

The City Schools of Decatur (CSD), with this document, hereby requests proposals from qualified companies to furnish and service new copy machines throughout the School System. City Schools of Decatur is searching the market for copiers and a managed print solution that are specifically designed for use in a school system and are capable of fulfilling all of our needs. CSD required the accepted solution – both equipment and managed print system - to be fully implemented by July 19, 2024.

CSD is an Urban school district within the four square miles of the City of Decatur. CSD has a current enrollment of 5664 students, 926 staff with 12 sites. The sites are as followed:

● 1 Early Learning Childhood Center Birth to Pre-K

● 5 K-2 Elementary schools

● 2 3-5 Upper Elementary schools

● 1 Middle School

● 1 High School

● 1 District Office

● 1 Maintenance Office

● 1 Nutrition-Transportation Office

City Schools of Decatur wishes to obtain proposals for options for its copier fleet and managed print service. Each of the options below will be considered and City Schools of Decatur will choose the option that is most advantageous to the District.

1. Establish a lease contract for the provision of copy machines over a twelve-month period (with four twelve-month extensions to be exercised at the sole discretion of CSD). Lease contract would include certain supplies (toner, staples, etc.), as well as copier maintenance. Monthly lease payment would be based on the equipment lease cost, supply costs, maintenance/service costs, and a set number of copies per device per month.

Or

2. Establish a lease contract for the provision of copy machines over a twelve-month period (with four twelve-month extensions to be exercised at the sole discretion of CSD). Lease contract would include certain supplies (toner, staples, etc…), as well as copier maintenance. Monthly lease payment would be based on the equipment lease cost, supply costs, and maintenance/service costs. Charges for each copy generated would be billed separately at a set rate per copy.

Proposals will be available to all interested Respondents on March 18, 2024. Proposals can be obtained by visiting the following website to download a copy at: http://www.csdecatur.net, as well as the Georgia Procurement Registry.

City Schools of Decatur reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one Respondent or to multiple Respondents or to make awards by group or location, whichever is in the best interest of City Schools of Decatur;

hereafter referred to as “CSD”, except where noted for clarity.

Respondents should note that all specifications listed in this RFP are based on general criteria that the CSD feels is important in our copiers and copier service providers. The CSD is open to reviewing all system proposals for copiers and copier services that may meet or exceed our needs. Our intent in listing these specifications in the RFP is to give the Respondents a general idea of some of the functions we would like to see. The CSD is looking to the Respondents to provide us with as much information as possible about their particular product and how it can meet the CSD needs. Any similarity in the specifications listed in this RFP document and any manufacturer’s specifications is unintentional and should not be perceived as such.

City Schools of Decatur is an equal opportunity employer.

All questions concerning this Request for Proposal should be directed to the Purchasing Department. All inquiries must be in writing and emailed to csdpurchasing@csdecatur.net.

II. MINIMUM QUALIFICATIONS

● It is preferred that each Respondent be registered to do business in the State of Georgia. Each Respondent should provide evidence of their registration with each response submission. For Georgia businesses, a photocopy of your Georgia business license is acceptable.

● Respondents must meet the minimum requirements for liability insurance and worker’s compensation coverage as stated in this document.

● Respondents shall submit with their proposal sufficient evidence of a minimum of 5 years’ experience in similar projects preferably with public school systems. This information should be included on the Reference Sheet.

● All services provided by the awarded Respondent must be performed by a direct employee or Principal of the firm. The Awarded Respondent may not subcontract any portion of the services for this project.

● Respondents shall submit the completed Respondent Information Form.

● Respondents shall submit the completed “Georgia Security and Immigration Compliance Act OCGA

13-10-91” document, “Contractor Affidavit and Agreement” and “Subcontractor Affidavit” (if applicable).

● Respondents shall submit a signed agreement to meet CSD’s Student Data Privacy Requirements, included as Exhibit F

III. CALENDAR OF EVENTS

ACTION DEADLINE

Issuance of Request for Proposal (RFP) March 19, 2024

Submission of Questions by March 29, 2024

Response to Questions April 9, 2024

Proposal Submission Deadline April 18, 2024

Evaluation Period April 18-21, 2024

Board Approval Vote April 23, 2024

IV. INSTRUCTIONS

1. Proposals shall be enclosed in a sealed envelope, addressed to the City Schools of Decatur with the name and address of the respondent, the date and hour of the proposal closing, and the proposal number on the face of the envelope. Only one sealed proposal may be submitted in each envelope. If you are submitting more than one proposal, a separate envelope must be used for each proposal. See Proposal Submittal Requirements for specific instructions for this RFP.

2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document.

Respondents will not be allowed to modify their Proposals after designated closing date and time.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the CSD must be listed in the Proposal. Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the CSD to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the Respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

12. CSD reserves the right to amend this Request for Proposal prior to the due date.

13. Special Instructions:

Manufacturers listed in the proposal document are to establish the general quality required. Items of other manufacturers of equal or better quality will be considered. The CSD shall be the sole determiner as to whether the substituted item is of equal or better quality than those specified. The CSD may request samples as needed from respondents to determine manufacturer equivalence.

14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and responsible respondent that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this Request for Proposal.

15. Purchases of the City Schools of Decatur are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertains to this Request for Proposal:

Respondent Signature Date

V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the CSD all of the goods and/or services described herein for the consideration set forth herein.

2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.

3. Risk of loss shall remain with the Respondent until acceptance by the CSD.

4. Title to the goods transferring to CSD ownership shall remain with Respondent until acceptance by the CSD.

5. Respondent warrants that the goods are merchantable and as described herein.

6. The CSD shall have the right to inspect the goods at the time and place of delivery.

7. No right or interest in the contract shall be assigned by Respondent without the written permission of the CSD, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the CSD. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

8. The laws of the State of Georgia and the policies of the CSD shall govern this agreement in all respects.

9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and Use Tax.

10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the Request for Proposal upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

11. Any goods supplied found not in accordance with the description and specifications set forth in the Item Schedule will be rejected. Goods rejected shall be returned, freight collected to the Respondent.

12. All proposals submitted shall be in accordance with the terms of the CSD Request for Proposal and the laws of the State of Georgia.

13. The CSD reserves the right to cancel this contract for either non- performance or poor performance of the Respondent by giving thirty days written notice in advance to the Respondent of its intent to do so, and shall retain no liability to Respondent based on any such termination except to pay all amounts due Respondent up to the date of termination for services rendered.

14. Successful Respondents will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

15. All invoices and/or financial correspondence should be directed to accountspayable@csdecatur.net, City Schools of Decatur.

16. Successful Respondents must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondents must maintain insurance coverage for the duration of contract with the CSD, including all renewals.

17. Respondents should submit one (1) original, one (1) electronic and four (4) copies of their response.

18. This project will be awarded subject to the availability of funds.

19. The CSD reserves the right in its sole and complete discretion to reject any or all responses/proposals and to waive technicalities and informalities. The CSD anticipates that the contract will be awarded to the most responsive and responsible Respondent who provides the proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the Respondent is responsible, the CSD will consider, but is not limited to consideration of, the following:

a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from responding or contracting by any State or Federal agency, department or authority.

b. Whether the Respondent or its principals have been terminated for cause or are currently in default on a public works contract.

20. The CSD reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

21. The CSD reserves the right to request clarification of information submitted and to request additional information as needed. The submission of additional terms or conditions including contracts shall be submitted with your proposal. Failure to submit additional terms and conditions with this RFP could result in disqualification or consideration of non-responsive. Terms and conditions that conflict with CSD’s terms and considerations may not be acceptable.

22. The CSD reserves the right to (i) reject any and all responses/proposals in their entirety, for any reason, (ii) award the contract to the most qualified applicant as determined solely by the School System at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the proposal.

23. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by CSD and shall contain, at a minimum, applicable provisions of this Request for Proposal (“RFP”). The CSD reserves the right to reject any agreement that does not conform to this RFP and to any City Schools of Decatur School District requirements for agreements and contracts.

24. The CSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

25. All proposals submitted become the property of the CSD.

26. The CSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the CSD’s policies and procedures.

27. The initial contract will terminate on June 30, 2025, and at the close of each succeeding fiscal year (i.e. June 30) unless renewed in accordance with the terms of this Agreement.

28. Notwithstanding the foregoing, the contract will terminate absolutely and without further obligation on the part of the CSD at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed. The contract will automatically renew for additional one year terms, not to exceed five (5) years, unless the CSD provides written notice to the Respondent of its decision not to renew the contract sixty (60) days prior to the end of the calendar year.

29. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60) days written notice to the other party.

30. Respondents agree to waive any claims they have or may have against the CSD, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request for Proposal:

Respondent Signature Date

VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondents may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish City Schools of Decatur certificates of insurance as follows from company or companies acceptable to City Schools of Decatur.

1) Required Certificates A. Commercial General Liability Insurance Policy

Respondents shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by City Schools of Decatur.

The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or by a company acceptable to City Schools of Decatur.

The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $1,000,000 per Person $1,000,000 per Occurrence

B. Business Automobile Liability Insurance Policy The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

C. Workers’ Compensation Insurance Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $1,000,000 each accident Bodily Injury by Disease - $1,000,000 each employee Bodily Injury by Disease - $1,000,000 policy limit

Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

IF YOUR COMPANY IS EXEMPT FROMWORKERS’ COMPENSATION INSURANCE IN ACCORDANCE WITH

GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR

EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Respondent’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

4) Certificates are to be issued to:

City Schools of Decatur 125 Electric Avenue Decatur, GA 30030

5) The Respondent shall mail insurance document listed in this form to:

City Schools of Decatur

Finance - Purchasing Department 125 Electric Avenue Decatur, GA 30030

VII. SCOPE OF WORK AND REQUIREMENTS

A. PROJECT SCOPE

City Schools of Decatur, with this document, hereby requests a proposal from qualified Respondents to adequately prepare and submit a response for the provision of Copy Machines and services.

B. GENERAL REQUIREMENTS

The CSD has an enrollment of approximately 5,600 students and employs a staff of approximately 900. The CSD is seeking Copiers and a copier service provider who can effectively and consistently support this demand.

C. SPECIFIC REQUIREMENTS (See EXHIBIT A)

D. GENERAL INSTRUCTIONS

Point of Contact This RFP is issued by the CSD Purchasing Department. The sole point of contact for this RFP shall be:

Kattina Abram, Purchasing Specialist City Schools of Decatur 125 Electric Avenue Decatur, GA 30030 Email: csdpurchasing@csdecatur.net

All discussions, questions, concerns, and comments regarding this RFP should be directed exclusively to the purchasing department. Ms. Abram serves as the primary contact for the purchasing department. Discussions with CSD staff outside of the purchasing department ,will be considered a serious offense and deemed a breach of process and may, at the CSD’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity.

E. CHANGES OR MODIFICATIONS

Changes or modifications to this Request for Proposal made prior to the date and time of closing will be addressed by addendum from the Issuing Office. This RFP and any addendum shall be incorporated, by reference, into any resulting contract.

F. WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer’s standard warranty period, whichever is greater, from date of acceptance by the CSD.

To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement). Successful Respondents shall make any such replacement immediately upon receiving notice from the CSD.

G. TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the CSD is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

H. CONTRACT PERIOD

CSD reserves the right to renew the contract beyond the original contract period. Original contract period will be from July 1, 2024 until June 30, 2025. Please note that Georgia law only allows agencies to commit funds for a length not to exceed 12 months. An additional renewal will be considered optional at CSD’s discretion.

VIII.GENERAL CONDITIONS

A. The Respondent shall faithfully and properly complete the work in accordance with the plans and specifications, and to the satisfaction of the CSD.

B. Within fourteen (14) calendar days after receipt of Notice to Award, the Respondent shall provide the CSD with sufficient information on his plan for completing all work under this contract.

C. The Respondent shall purchase materials, arrange for deliveries, furnish sufficient forces, plant and equipment, and work such hours as necessary to insure execution of the work in conformity with proposed schedule.

D. If the Respondent falls behind the approved schedule and is not entitled to any time extension already reflected in the current approved schedule, he shall, upon request of the CSD, submit within forty-eight (48) hours his plan for bringing his work back up to schedule. This plan shall include a commitment for immediate implementation, unless otherwise approved by the CSD, for bringing the work up to schedule. If the Respondent fails to provide an acceptable plan in the time required, he will be given a plan by the CSD.

E. If other measures will not be sufficient to make up the lag, the Respondent's plan and implementation thereof shall include increasing the number of shifts, days of work, and/or instituting or increasing overtime, all at his own expense.

F. Date of Commencement and Completion The date of commencement shall be established in a written Notice to Award issued by the CSD.

Work under the Base Proposal and accepted Alternates shall be completed within the time frame and by the date established in the Notice to Award. The Respondent is expected to provide the proper amount of manpower to meet this schedule.

G. Access to School Property The Respondent shall have access to the work site as necessary to complete the work within the contract time.

The CSD will fully occupy the building for the duration of the work period. The Respondent shall conduct the work in a manner that will minimize the need for disruption of the CSD's normal operations.

H. Supervision The Respondent shall supervise and direct the Work, using the best skill and attention. The respondent shall be solely responsible for all means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

The Respondent shall be responsible to the CSD for the acts and omissions of his employees, Subcontractors and their agents and employees, and other persons performing any of the Work under a contract with the Respondent.

I. Use of Premises and Removal of Debris The Respondent shall maintain all areas clear of debris, materials and equipment during the course of the Work. All areas and the like where disturbed, removed or damaged shall be replaced, returned or repaired such that the facility and its appurtenances are left in as good condition after completion of the work as it was before operations began. Debris shall be disposed of by the end of "every" working day and not stockpiled. Beverage cans, bottles, lunch refuse, etc. will not be tolerated on the job site except by immediate and proper removal of the same on a daily basis.

J. No Deviation In performing the Work, the Respondent shall not deviate from the Contract Documents without the written consent of the CSD. If the Respondent does deviate from the Contract, he shall correct the error at his expense in a manner satisfactory to the CSD.

K. Interpretation of Contract Documents In case of discrepancy between or among Contract Documents, the CSD shall make such interpretations as may be deemed necessary for the fulfillment of the intent of the Contract Documents as construed by him and his decision shall be final.

L. Discrepancies The Respondent shall immediately report to the CSD, in writing, any discrepancies found between the Contract Documents and site conditions or any inconsistencies or ambiguities in the Contract Documents. The CSD shall promptly correct such inconsistencies or ambiguities in writing. Work done by the Respondent after his discovery of such discrepancies, inconsistencies or ambiguities shall be done at the Respondent's risk.

M. Cleanup and Repair Upon completion of work, remove tools, equipment, and other materials from the site. Remove protections and leave the work site as clean as they were prior to installation.

N. Termination for Breach of Non-Performance If the Respondent fails to perform the Work promptly and diligently, or if the Respondent breaches the Contract in any other way, the CSD may:

1) after providing the Respondent with fifteen (15) days written notice, supply any workmen, equipment or materials necessary to ensure that the Work is performed promptly and diligently. The CSD may deduct the cost of supplying additional workmen, equipment or materials from payments due to the Respondent;

2) terminate the Contract, enter upon the premises, take possession of all equipment, materials or appurtenances, and employ any person or persons to finish the Work.

In case of termination of the Contract by the CSD pursuant to this paragraph, the Respondent shall not be entitled to receive any further payment from the CSD until Completion of the Work has occurred. After completion of the Work, the CSD shall pay to the Respondent the amount of the unpaid balance due to the Respondent at the time the Contract was terminated minus the cost incurred by the CSD to complete the Work.

If the cost incurred by the CSD to complete the Work exceeds the unpaid balance due to the Respondent, the Respondent shall be due no money from the CSD and, instead, the Respondent shall pay to the CSD the difference between the unpaid balance due and the CSD's cost to complete the Work.

IX. PROPOSAL PROCEDURES AND GUIDELINES

A. SUBMISSION OF PROPOSALS

The Respondent must submit complete and deliver the required documents in a sealed envelope by 12:00pm EST on Thursday, April 18, 2024 to the CSD at the address specified below:

Kattina Abram, Purchasing Specialist City Schools of Decatur 125 Electric Avenue Decatur, GA 30030

A Pricing Schedule has been developed and enclosed for this RFP and must be used for submitting your proposal. Failure to adhere to this requirement may result in the CSD, at its sole discretion, declaring your Proposal to be non-responsive and eliminated from further consideration.

The Respondent shall clearly mark the response envelope as Proposal RFP 24-010 Copiers and include the closing date and time. (See sample below.) If the response envelope is enclosed in another envelope/package for delivery, the latter should also be clearly marked with the same information.

“SEALED RFP”

ITEM: Copiers RFP

NO: 24-010

DUE DATE: April 18, 2024 TIME: 12:00 pm EST

It is the sole responsibility of the Respondent to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be returned to the Respondent unopened. Any proposals submitted at or after the moment designated for proposal submission will be deemed to be late and will not be accepted. The clock-in time will be determined by a clock maintained by the CSD. No other clock or timepiece will have any bearing on the time of proposal receipt. Respondents are advised to avoid last minute deliveries.

Proposals shall be signed by an authorized representative of the Respondent. Failure to submit all information requested may result in the CSD requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

CSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

All proposals submitted become the property of the CSD.

An original, one electronic copy and four (4) copies of the proposal must be submitted.

B. OPENING OF PROPOSALS FOR EVALUATION

As stated above, no proposals will be accepted once the designated receipt time has passed which is Thursday, April 18, 2024, 12:00 pm EST. PROPOSAL OPENING IS NOT A PUBLIC EVENT.

C. PROPOSAL AMENDMENT AND RULES FOR WITHDRAWAL

A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the CSD, signed by the Respondent and delivered to the CSD Purchasing Department at the address shown on the preceding pages.

D. DISCLOSURE OF PROPOSAL CONTENT

All proposals and other materials accepted in response to this RFP become the property of the CSD. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Respondent acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

E. OTHER TERMS AND CONDITIONS

The Respondent shall hold the CSD, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or non copyrighted composition, secret process, patented or unpatented invention, articles or appliances, furnished, or used under this proposal. The Respondent further agrees to defend, at his own expense, any and all actions brought against the CSD or himself for alleged improprieties of these or similar types.

X. PROPOSAL SUBMITTAL REQUIREMENTS

A. Each Proposal submission shall be submitted to the Purchasing Department and shall include the following documents:

1) Cover Letter: A brief cover letter of introduction and interest

2) The Proposal Instructions signed by an authorized agent of the company;

3) The Terms and Conditions signed by an authorized agent of the company;

4) The CSD Student Data Privacy Requirements signed by an authorized agent of the company;

5) Respondent Business Information; (Refer to Attachment E)

6) Georgia Security and Immigration Compliance Act OCGA 13-10-90;

7) Contractor Affidavit and Agreement;

8) Subcontractor Affidavit;

9) Reference Sheet;

10) Checklist of Copier Features, Technical Specifications and Electrical Requirements;

11) Pricing Schedule-Exhibit C and D; SHALL BE IN SEPARATE SEALED ENVELOPE

12) Respondent Response Form signed by an authorized agent of the company.

B. All proposals shall be received no later than Thursday April 18, 2024 at 12:00 pm EST shown on the cover page of this Request for Proposal.

C. Proposals must include all elements noted in the “Preparation of Proposals” section below.

D. Proposals are to be organized in the following tabs:

Tab 1 – All RFP Documents # 1- 7 from “Proposal Submittal Requirements” Section A Tab 2 – Experience (Include Form # 8 from Section A) Tab 3 – Management and Financial Capabilities/Skills Tab 4 – Services to be provided Tab 5 – Copier Features, Technical Specifications and Electrical Requirements (#9 from Section A) Tab 6 – Proposed Timetable to include Implementation and Transition Plan Tab 7 – Price (Forms # 10 & 11 from Section A) Tab 8 – Exceptions Tab 9 - Proposed alternatives to City Schools of Decatur requirements

XI. EVALUATION OF PROPOSALS

A. After the proposal opening, CSD will select for further consideration Respondent(s) deemed to be fully qualified and best suited among those submitting proposals based on Respondents’ responses to the information requested in this RFP.

B. The following criteria will be used in the evaluation process:

1) Prior Experience in performing similar work (15 points)

2) Management and Financial Capability (10 points)

3) Quality and Reliability of Solution, Equipment and Services being offered to meet City Schools of Decatur

(30 points)

4) Quality of Implementation and Transition Plan (10 points)

5) Cost of proposed Equipment and Services (35 points)

C. Exceptions/Alternatives will also be considered.

D. Based on the initial evaluation, CSD may request the selected Respondents to make oral presentations.

Thereafter, CSD will conduct negotiations with each of the selected short-listed Respondents. Individuals representing the Respondent during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

E. After negotiations are completed, CSD will select the Respondent who, in CSD’s opinion, has made the best proposal and shall award the contract to that Respondent (referred to in this RFP as the Successful Respondent).

Should CSD determine in writing and in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Respondent.

F. CSD is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

XII. PRESENTATION/DEMONSTRATION

If in CSD’s opinion, Respondent presentations or demonstrations of the Respondent’s proposed system’s features and capabilities are warranted, CSD will notify the appropriate Respondents. Such presentation or demonstration will be at CSD site at a date and time mutually agreed to between CSD and Respondent and will be at the Respondent’s expense.

XIII.PREPARATION OF PROPOSALS

In presenting their proposals, Respondents are encouraged to be thorough in addressing the Specific Requirements, the Proposal Submittal Requirements, and the Preparation of Proposals as outlined in this RFP.

To facilitate the School System’s evaluation of Respondent’s proposal, Respondent is to number all pages of its proposal and provide tabs as indicated in the Proposal Submittal Requirements. Respondent must fully address each of the following items and submit proposals using the following format:

A. Experience - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

1) Respondent’s established experience record in providing comparable services to organizations similar to

City Schools of Decatur.

2) Number and types of customers the Respondent has served with comparable services.

3) Number of years Respondent has been providing these types of services.

4) A minimum of three (3) references for which Respondent has completed services comparable to those described in this RFP.

i. Include references for work performed in an environment comparable to CSD. For each reference, detail:

● Name of firm;

● Address of firm;

● Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

● Number of years Respondent has served the firm; and

● Brief summary of scope of services provided.

ii. Information detailing projects of similar scope Respondent is currently engaged in, including:

● Name of firm;

● Address of firm;

● Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

● Number of years Respondent has served the firm;

● Brief summary of scope of services being provided;

5) Other available documentation to verify Respondent’s experience; and,

6) A statement detailing why the Respondent is the best candidate to provide the CSD with the services requested in this RFP.

B. Capability and Skill - Describe the qualifications and skills of the organization to provide the services. Said description should provide, but not be limited to, the following information:

1) Respondent’s qualifications to perform the services, including all resources available to

Respondent for the performance of the contract.

2) Qualifications of the team and other employees who will be managing and performing the services under this contract.

C. Services to be Provided - Provide a detailed description of the services to be provided under this contract.

Said description is to address, at a minimum:

1) An introduction - An overview of Respondent’s understanding of the scope of work and services to be provided.

2) Best practice approaches to providing services to CSD that enhance efficiency and effectiveness.

Innovative solutions will be considered by CSD.

3) EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.

4) A detail of any assistance, equipment, or other items the Respondent will require CSD to furnish under this contract.

5) A detailed description of the Maintenance/Service plan that will be offered with the contract.

6) A statement explaining why the Respondent’s proposed solution would be the most advantageous to CSD.

7) Describe the one attribute that places the Respondent ahead of the competition.

D. Technical Specifications – Provide the Technical/Electrical Specifications for each device proposed. The Technical Specification Sheets for each device should also include the following:

1) Network connection requirements

2) Size of the storage on each device

3) How is the data removed from each device at the end of the contract period?

4) Identify the optical scanning resolution for each device

5) Pages-per-minute production for black-and-white and/or color imprints

6) Average number of pages printer until toner replacement

7) Electric connection requirements

8) At-device authentication measures (i.e. PIN entry, swipe card, etc.)

9) The level of encryption used for data saved on local storage

E. Exceptions - Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Respondents may not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions section of this RFP.

Cost of Responding - This solicitation does not commit City Schools of Decatur to pay any costs incurred by the Respondent or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is City Schools of Decatur obligated to procure or contract for such services.

XIV. EXHIBITS

EXHIBIT A: SPECIFIC REQUIREMENTS

City Schools of Decatur has ten schools and five administration buildings. To help maximize student success, all of our schools require the latest technologies for student achievement and school operation. At present, CSD has 48 copy machines in its ten schools and at three administration sites (the other two admin sites are out of scope). Usage at the schools and central office for the prior fiscal year was 7,033,536 copies. Of the 48 copiers, forty two copier’s leases will end on August 11, 2024. Six of the copiers will need a buyout due to their lease not being renewed until March of 2026. CSD does not necessarily seek a 1:1 replacement for 48 devices; rather, CSD seeks a right-fit transition that reflects our actual needs, including to reduce copier and consumable expenses. In addition to the hardware, CSD seeks a managed-print service for users to print from their device and release the print job at any copier in the district. (End-user desktop printers are not in scope.) CSD users use a combination of macOS, ChromeOS and Windows devices. Staff overwhelmingly use macOS laptops; any managed print software that runs on a local device must be an established, reliable macOS client.

SPECIFICATIONS

(1.) GENERAL

The chosen Respondent will provide all equipment, labor, key operator training and materials (except paper) necessary for copier capability for CSD. This section identifies the minimum requirements of the solicitation.

Respondents are encouraged to exceed these requirements in their proposal for incorporation in the contract awarded.

Respondents should be prepared to offer three separate options in their proposal:

● Lease Contract (Flat Rate): Monthly lease payment would be based on the equipment lease cost, supply costs, maintenance/service costs, and a set number of copies per device per month.

● Lease Contract (Per Click Charge): Monthly lease payment would be based on the equipment lease cost, supply costs, and maintenance/service costs. Charges for each copy generated would be billed separately at a set rate per copy.

(2.) EQUIPMENT AND SERVICE REQUIREMENTS

A. Each model of copier offered under this contract shall comply with all the general requirements stated herein.

B. The description of each machine offered shall include both a capability for a minimum number of copies per minute (normal straight running speed) and a capability for a monthly volume production capability.

There is no direct relationship, either stated or implied, between these two requirements. The Respondent's required certification of monthly volume capability is to be based solely upon the Respondents' engineering knowledge of and in-service experience with the copier model being provided.

Respondents are cautioned that compliance with the words "capable of reliably producing" a stated monthly volume defines a machine that will regularly produce, as a minimum, the stated number of copies without excessive malfunctions, breakdowns, or service calls. A high incidence of such problems with any copier model supplied may indicate probable noncompliance with the monthly volume capability offered and may result in (i) requests for replacement of all units of this model with other models that can produce the offered volume of copies in a more reliable manner at no additional cost to CSD, or (ii) termination for default.

C. Any offered copier models that meet a demonstrable copy quality standard acceptable to the CSD shall be acceptable.

D. Respondents propose to furnish copiers that operate on 120 volts, on a 20 amp circuit.

E. Any non-standard plug shall so be indicated as part of their proposal.

F. Copiers shall be equipped with a lighten/darken contrast control.

G. Copiers shall be capable of copying carbonless blue.

H. Copiers shall copy to within 3/16 inch of the leading edge of paper and to within 1/8 inch of the remaining three edges.

I. Copiers shall be capable of producing copies on transparencies and gummed labels.

J. Copiers shall have a self-diagnostic system, which indicates, at a minimum, the following conditions: (i) needs toner (ii) needs paper, and (iii) paper misfeed or jam.

K. Platens shall be of the "flat-bed" type.

L. Copiers shall have the capability to copy pages of bound documents.

M. Copiers shall perform satisfactorily at any temperature between 50 and 90 degrees Fahrenheit.

N. Copiers shall perform satisfactorily at any relative humidity between 15 and 85 percent.

O. Copiers shall not contain either asbestos or polychlorinated biphenyls (PCB's).

P. Respondents shall specifically identify the presence of the following materials: beryllium or beryllium compounds and lithium or lithium compounds. Example: If lithium is used in batteries, the Respondent shall state that lithium is so used, and the numbers and locations of such batteries.

Q. Copiers shall feature a definite indicator that the copier is energized. This may be either a special "power on" light or an appropriate indicator on the control panel. The Respondent shall specifically identify the nature and location of this indicator.

R. The Respondent shall furnish an operator's manual with each copier supplied. An electronic guidance display located on the copier is an acceptable substitute.

S. If the copier is of tabletop design, it shall be furnished with the Respondent's standard commercial cabinet base included.

T. All copiers shall have a minimum of two (2) reduction and enlargement modes. Zoom type continuous reduction and enlargement is acceptable if there are specific settings for two modes.

U. All copiers shall have either stapler sorters or sorters, recirculating document feeders and/or automatic document feeders, paper supply systems, and platens appropriate for the volume extended.

V. Copiers with a yearly capability of more than 60,000 copies shall have the capability of producing two-sided documents from one-sided or two-sided originals automatically, stapling and punching capabilities.

W. All copiers shall have a multi-copy control.

X. Equipment shall offer continuous copying capability relative to the volume capacity of the machine

Y. Copier functionality must work with a homogenous computing environment. Printing functionality should also include a confidential print function so that items printed to the copier can only be retrieved once a user has authenticated at a copier.

Z. Copiers must include the…